01-57 Resolution No. 01-57
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
A. S . ALTUM & ASSOCIATES FOR THE
GOLF COURSE IRRIGATION DESIGN PROJECT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Joyce A. Parker, City Manager, and Dolonna Mecum,
City Clerk, be and are hereby authorized and directed to execute
an agreement on behalf of the City of Elgin with A. S . Altum &
Associates for the golf course irrigation design project, a copy
of which is attached hereto and made a part hereof by reference .
s/ Ed Schock
Ed Schock, Mayor
Presented: March 14 , 2001
Adopted: March 14 , 2001
Omnibus Vote : Yeas : 6 Nays : 0
Attest :
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT
THIS AGREEMENT is made and entered into this 14th day of February, 2001, by and
between the CITY OF ELGIN, an Illinois municipal corporation(hereinafter referred to as
"CITY") and A.S. Altum&Associates, an Indiana Company(hereinafter referred to as
`CONSULTANT").
WHEREAS, the CITY desires to engage the CONSULTANT to furnish certain professional
services in connection with THE GOLF COURSE IRRIGATION DESIGN (hereinafter referred
to as the"PROJECT").
AND
WHEREAS, the CONSULTANT represents that it is in compliance with Illinois Compiled
Statutes relating to professional registration of individuals and has the necessary expertise and
experience to furnish such services upon the terms and conditions set forth herein below.
NOW, THEREFORE, in consideration of the promises and covenants contained herein, the
sufficiency of which are hereby acknowledged, it is hereby agreed by and between the CITY and
the CONSULTANT that the CITY does hereby retain the CONSULTANT to act for and
represent it in all landscape architectural and engineering matters involved in the PROJECT,
subject to the following terms and conditions and stipulations, to-wit:
I. SCOPE OF SERVICES
A. All work hereunder shall be performed under the direction of the Director of Parks and
Recreation of the CITY, herein after referred to as the "DIRECTOR".
B. The CONSULTANT will provide all services necessary to complete the project in a
successful manner. The City expects the CONSULTANT to develop design and
construction documents/specifications for the Phase I of the project to include the 9
holes bordering McLean Boulevard on the Sports Complex property, practice green
and driving range. Phase I includes water supply source development (well), electrical
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service and irrigation pump station. The irrigation designer shall design these, as well
as other features of the irrigation system to be installed during Phase I, in such manner
that will allow for future extension of irrigation service to Phase II and Phase III.
The firm will provide all services necessary to complete the project in a successful
manner. The following paragraphs are a guide only in identifying important aspects of
the project in order for the firm to identify the type and level of services to be provided:
1. Preliminary Design, includes:
a. All site investigation and plan review activity necessary to determine
pump/system requirements to eventually serve the complete 27-hole golf holes
and practice facility. System features installed during Phase I shall be
constructed in such manner as to allow connection to future expansion of the
golf course.
b. Development of preliminary pumping/delivery system plan drawings in
accordance with construction documents prepared by the Golf Course Architect
and/or Project Engineer.
c. Consultation of City in all matters related to the golf course watering system,
including well source requirements, pumping/delivery systems and/or other
course watering issues.
2. Final Design and Construction(Specifications) Documents for Bidding, includes:
a. Development of construction documents relating to irrigation watering system to
be installed during Phase I, including supply source (well), pump station
(fertilization injection system), controllers, pipe/wiring, and/or other items
necessary to obtain valid bids from contractors.
b. The irrigation designer shall develop complete bid documents by no later than
April 1, 2001.
3. Evaluation of Bids and Contractor Selection Consulting Services, includes:
a. Assist in qualifications of contractors, evaluating bids received, and negotiation of
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costs proposed by contractors.
b. Assist in evaluation of suggestions and recommendations (value-engineering)
proposed by contractors, golf course architect or other project team members.
4. On-Site Staking and Construction Inspection Program, includes:
a. Field staking during construction process in accordance with requirements
specified under the contract documents. It will be the irrigation designer's
responsibility to coordinate field visits with the contractor.
b. Conduct regularly scheduled inspections of the construction/installation process
to ensure compliance with specifications of the construction documents.
c. Assist City in resolution of any disputes relating to irrigation system
construction.
5. Development of Final As-Built Plan, includes:
a. Responsibility to produce, or obtain from the contractor, accurate final as-built
drawings of the irrigation systems, including shop drawings detailing all
connection points for future extension to Phase II and Phase III.
b. Inspection of completed irrigation system and development of punch-list
identifying part of work not in compliance with the specifications and/or
otherwise deemed unsatisfactory.
6. System Controller Programming and Instruction Services, includes:
a. Final inspection of completed irrigation system, verifying correction of punch-
list items.
b. Initial testing/programming of all irrigation control systems.
c. Training/instruction of golf course staff to operate system features, specifically
with regard to computer and control programs/systems.
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C. A detailed scope of services in the form of the CONSULTANT"S proposal is attached
hereto as Attachment A.
II. PROGRESS REPORTS
A. An outline project milestone schedule is provided as follows:
Notice to Proceed February 15, 2001
Irrigation Construction Documents/Specifications April 1, 2001
Golf Course Construction Begins May 1, 2001
Golf Course Construction to be Completed October 15, 2001
B. The Consultant will submit to the Director monthly a Status Report keyed to the
Project Schedule. A brief narrative will be provided identifying progress, findings and
outstanding issues.
III. WORK PRODUCTS
All work products prepared by the CONSULTANT pursuant hereto including, but not
limited to, reports, designs, calculations, work drawings, studies, photographs, models
and recommendations shall be the property of the CITY and shall be delivered to the
CITY upon request of the DIRECTOR provided, however, that the CONSULTANT may
retain copies of such work products for its records. Such work products are not intended
or represented to be suitable for reuse by the CITY on any extension to the PROJECT or
on any other project, and such reuse shall be at the sole risk of the CITY without liability
or legal exposure to the CONSULTANT.
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IV. PAYMENTS TO THE CONSULTANT (Not To Exceed Method)
A. For services provided the CONSULTANT shall be reimbursed a total fee not to
exceed amount of$20,550 regardless of the actual costs incurred by the
CONSULTANT unless substantial modifications to the scope of the work are
authorized in writing by the DIRECTOR.
B. Project reimbursables total a not to exceed amount of$1,500 for travel, blue print,
cadd plotting, postage, faxes, telephone and any other administrative incedentals.
C. The CITY shall make periodic payments to the CONSULTANT based upon actual
progress within 30 days after receipt and approval of invoice. Said periodic payments
to the CONSULTANT shall not exceed the percentage of work completed, and full
payments for each task shall not be made until the task is completed and accepted by
the DIRECTOR.
V. INVOICES
A The CONSULTANT shall submit invoices in a format approved by the CITY.
Progress reports shall be included with all payment requests.
B. The CONSULTANT shall maintain records showing actual time devoted and
cost incurred. The CONSULTANT shall permit the authorized representative of
the CITY to inspect and audit all data and records of the CONSULTANT for work
done under this Agreement. The CONSULTANT shall make these records
available at reasonable times during the Agreement period, and for a year after
termination of this Agreement.
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VI. TERMINATION OF AGREEMENT
Notwithstanding any other provision hereof, the CITY may terminate this Agreement for
any and no reason at its sole discretion. In the event that this Agreement is so terminated,
the CONSULTANT shall be paid for services actually performed and reimbursable
expenses actually incurred prior to termination, except that reimbursement shall not
exceed the task amounts set forth under Paragraph IV above.
VII. TERM
This Agreement shall become effective upon execution and unless terminated shall expire
on the date the Director in his sole discretion determines in writing that all of the
CONSULTANT'S work pursuant to this Agreement is complete. A determination of
completion shall not constitute a waiver of any rights or claims which the CITY may have
or thereafter acquire with respect to any breach hereof by the CONSULTANT.
VIII. NOTICE OF CLAIM
If the CONSULTANT wishes to make a claim for additional compensation as a result of
action taken by the CITY, the CONSULTANT shall give written notice of his claim within
15 days after occurrence of such action. No claim for additional compensation shall be
valid unless so made. Any changes in the CONSULTANT's fee shall be valid only to the
extent that such changes are included in writing signed by the CITY and the
CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim
submitted by the CONSULTANT, all work required under this Agreement as determined
by the DIRECTOR shall proceed without interruption.
IX. BREACH OF CONTRACT
If either party violates or breaches any term of this Agreement, such violation or breach
shall be deemed to constitute a default, and the other party has the right to seek such
administrative, contractual or legal remedies as may be suitable to the violation or breach;
and, in addition, if either party, by reason of any default, fails to comply with the
conditions of the Agreement, the other party may terminate this Agreement.
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X. INDEMNIFICATION
CONSULTANT shall hold harmless, defend and indemnify City, its agents, officers,
employees, boards and commissions and assigns from and against any and all claims for
damages, suits, causes or action and any and all other liability of whatsoever nature
including but not limited to attorney's fees resulting from, arising out of, or in connection
with CONSULTANT'S negligent or reckless action or omissions. In the event of any
action against the City, its officers, agents, or employees, boards or commissions, covered
by the foregoing duty to indemnify agrees to and shall indemnify defend and hold
harmless, such action shall be defended by legal counsel of the City's choosing.
XI. NO PERSONAL LIABILITY
No official, director, officer, agent or employee of the CITY shall be charged personally or
held contractually liable under any term or provision of this Agreement or because of their
execution, approval or attempted execution of this Agreement.
XII. INSURANCE
This insurance shall apply as primary insurance with respect to any other insurance or self-
insurance programs afforded to the City. There shall be no endorsement or modification
of this insurance to make it excess over other available insurance, alternatively, if the
insurance states that it is excess or prorate, it shall be endorsed to be primary with respect
to the CITY.
A. Comprehensive Liability. The CONSULTANT shall provide, pay for and
maintain in effect, during the term of this Agreement, a policy of comprehensive
general liability insurance with limits of at least $1,000,000 aggregate for bodily injury
and$1,000,000 aggregate for property damage.
The CONSULTANT shall deliver to the DIRECTOR a Certification of
Insurance naming the CITY as additional insured. The policy shall not be modified or
terminated without thirty(30) days prior written notice to the DIRECTOR.
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The Certificate of Insurance which shall include Contractual obligation
assumed by the CONSULTANT under Article X entitled "Indemnification" shall be
provided.
B. Comprehensive Automobile Liability. Comprehensive Automobile
Liability Insurance covering all owned, non-owned and hired motor vehicles with
limits of not less than$500,000 per occurrence for damage to property.
C. Combined Single Limit Policy. The requirements for insurance coverage
for the general liability and auto exposures may be met with a combined single limit of
$1,000,000 per occurrence subject to a$1,000,000 aggregate.
D. Professional Liability. The CONSULTANT shall carry CONSULTANT's
Professional Liability Insurance Covering claims resulting from error, omissions or
negligent acts with a combined single limit of not less than $1,000,000 per
occurrence. A Certificate of Insurance shall be submitted to the DIRECTOR as
evidence of insurance protection. The policy shall not be modified or terminated
without thirty(30) days prior written notice to the DIRECTOR.
XIII. CONSTRUCTION MEANS, METHODS, TECHNIQUES, SEOUENCES,
PROCEDURES AND SAFETY
The CONSULTANT shall not have control over or charge of and shall not be
responsible for construction means, methods, techniques, sequences or procedures, or for
safety precautions and programs in connection with the construction, unless specifically
identified in the Scope of Services.
XIV. NONDISCRIMINATION
In all hiring or employment made possible or resulting from this Agreement,
there shall be no discrimination against any employee or applicant for employment because
of sex, age,race, color, creed, national origin, marital status, of the presence of any
sensory, mental or physical handicap, unless based upon a bona fide occupational
qualification, and this requirement shall apply to, but not be limited to, the following:
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employment advertising, layoff or termination, rates of pay or other forms of
compensation and selection for training, including apprenticeship.
No person shall be denied or subjected to discrimination in receipt of the benefit
of any services or activities made possible by or resulting from this Agreement on the
grounds of sex, race, color, creed, national origin, age except minimum age and retirement
provisions, marital status or the presence of any sensory, mental or physical handicap.
Any violation of this provision shall be considered a violation of a material provision of
this Agreement and shall be grounds for cancellation, termination or suspension, in whole
or in part, of the Agreement by the CITY.
XV. ASSIGNMENT AND SUCCESSORS
This Agreement and each and every portion thereof shall be binding upon the
successors and the assigns of the parties hereto;provided, however, that no assignment
shall be made without the prior written consent of the CITY.
XVI. DELEGATIONS AND SUBCONTRACTORS
Any assignment, delegation or subcontracting shall be subject to all the terms,
conditions and other provisions of this Agreement and the CONSULTANT shall remain
liable to the CITY with respect to each and every item condition and other provision
hereof to the same extent that the CONSULTANT would have been obligated Wit had
done the work itself and no assignment, delegation or subcontract had been made.
XVII. NO CO-PARTNERSHIP OR AGENCY
This agreement shall not be construed so as to create a partnership,joint venture,
employment or other agency relationship between the parties hereto.
XVIII. SEVERABILITY
The parties intend and agreed that, if any paragraph, sub-paragraph, phrase clause or other
provision of this Agreement, or any portion thereof, shall be held to be void or otherwise
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unenforceable, all other portions of this Agreement shall remain in full force and effect.
XIX. HEADINGS
The headings of the several paragraphs of this Agreement are inserted only as a matter of
convenience and for reference and in no way are they intended to define, limit or describe
the scope of intent of any provision of this Agreement, nor shall they be construed to
affect in any manner the terms and provisions hereof or the interpretation or construction
thereof.
XX. MODIFICATION OR AMENDMENT
This Agreement and its attachments constitutes the entire Agreement of the parties on the
subject matter hereof and may not be changed, modified, discharged or extended except
by written amendment duly executed by the parties. Each party agrees that no
representations or warranties shall be binding upon the other party unless expressed in
writing herein or in a duly executed amendment hereof, or change order as herein
provided.
XXI. APPLICABLE LAW
This Agreement shall be deemed to have been made in, and shall be construed in
accordance with the laws of the State of Illinois. Venue for the resolution of any disputes
or the enforcement of any rights pursuant to this agreement shall be in the Circuit Court of
Kane County, Illinois.
XXII. NEWS RELEASES
The CONSULTANT may not issue any news releases without prior approval from the
DIRECTOR, nor shall the CONSULTANT make public proposals developed under this
Agreement without prior written approval from the DIRECTOR prior to said
documentation becoming matters of public record.
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XXIII. COOPERATION WITH OTHER CONSULTANTS
The CONSULTANT shall cooperate with City and any of its employees and retained
consultants associated with the PROJECT.
XXIV. INTERFERENCE WITH PUBLIC CONTRACTING: P.A. 85-1295
The CONSULTANT certifies hereby that it is not barred from bidding on this contract
as a result of violations of either Section 33E-3 or Section 33E-4 of the Illinois Criminal
Code or any other law.
XXV. SEXUAL HARASSMENT
As a condition of this contract, the CONSULTANT shall have written sexual harassment
policies that include, at a minimum, the following information:
A. the illegality of sexual harassment;
B. the definition of sexual harassment under state law;
C. a description of sexual harassment, utilizing examples;
D. the vendor's internal complaint process including penalties;
E. the legal recourse, investigative and complaint process available through the Illinois
Department of Human Rights, and the Illinois Human Rights Commission;
F. directions on how to contact the Department of Human Rights and Illinios Human
Rights commission;
G. protection against retaliation as provided by Section 6-101 of the Human Rights Act
(copy attached).
A copy of the CONSULTANT'S sexual harassment policy shall be provided to the
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XXVI. WRITTEN COMMUNICATIONS
All recommendations and other communications by the CONSULTANT to the
DIRECTOR and to other participants which may affect cost or time of completion, shall
be made or confirmed in writing. The DIRECTOR may also require other
recommendations and communications by the CONSULTANT be made or confirmed in
writing.
XXVII. NOTICES
All notices, reports and documents required under this Agreement shall be
in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows:
A. As to CITY:
MONICA MEYERS,
Director of Parks and Recreation
City of Elgin
31 South Grove
Elgin, Illinois 60120-5555
B. As to CONSULTANT:
TONY ALTUM
President
A.S. Altum&Associates
10311 Towne Road
Carmel, Indiana 46032
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IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed
this Agreement in triplicate as though each copy hereof was an original and that there are no other
oral agreements that have not been reduced to writing in this statement.
For the CITY:
ATTEST: THE CITY OF ELGIN
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By IL�11 � By ( /44_
City Clerk L' C" y Manager
(SEAL)
For the CONSULTANT:
ATTEST:
BY By 1,1
Secretary President
(SEAL)
Li 5r)
-t i US
r} r' (1-c)‘
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A.S. ALTUM & ASSOCIATES
AN IRRIGATION DESIGN&CONSULTING CORPORATION
TONY ALTUM
Irrigation Consultant
10311 Towne Road
Carmel, Indiana 46032
Bus:317-876-3520
Fax:317-876-3521
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IRRIGATION PROPOSAL
FOR
1 THE CITY OF ELGIN
ELGIN, ILLINOIS
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A.S. ALT UM & ASSOCIATES
AN IRRIGATION DESIGN&CONSULTING CORPORATION
January 18, 2001
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The City of Elgin
Parks and Recreation Department
31 S. Grove Avenue
Elgin, IL 60120
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Attn: Monica Meyers
PROPOSAL: To act as an Irrigation Consultant for the Phase I Master Plan Irrigation
1 Design of the 27 hole golf course known as The City of Elgin in Elgin, Illinois.
PHASE I - STI'E STUDY
This would require and on site visit to determine all basic parameters of the
preliminary design.
1. Meet with Golf Course Superintendent to evaluate the new nine-hole
course Phase I golf course irrigation system and future needs of Phase II
and Phase III.
2. Meet with team members as needed to develop a timetable, schedules and
budgets for all project phases.
3. Assemble information to develop outline and scope of work on entire
project to present to Golf Committee or Owner; and Architect.
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PHASE II - DESIGN PHASE
This phase entails designing a complete irrigation system or the purpose of
bidding and construction of Phase I.
PRELIMINARY DESIGN
1. Meet to define coverage requirements, the sprinkler, control and related
materials to be incorporated into the system and review the existing
irrigation system and water source options (river, pond, deep well,
available effluent) and the delivery infrastructure (wet well, pump station,
. pump house). Well specification and details are not in this contract
proposal and are the responsibility of the owner.
2. Prepare a CAD generated, sprinkler location/coverage plan from a golf
course routing plan provided by the Owner. Routing plans can be
digitized from a Ato scale@ blueprint or aerial photograph, as required.
3. Calculate and provide the irrigation water volume requirements based on
historical and advised ET (evapotranspiration) rates, to include worst case
condition estimate for daily water use by the irrigation system.
4. Provide a preliminary irrigation piping and control plan based on the
coverage plan.
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A.S. ALTUM & ASSOCIATES
AN IRRIGATION DESIGN&CONSULTING CORPORATION
1 5. Provide pump station performance requirements, to include water volume,
discharge pressure and horsepower. Provide sample pump station wet
well. Pump station floor plan and pump house drawings are not in this
Contract Proposal and are the responsibility of the owner. Confirm the
capacity of the existing electrical service with the local power company.
Investigate pump house permit requirements with the city engineer and
building inspector. (Owner responsible for water use, architectural and
electrical compliance.)
6. Provide a detailed, written description of the proposed irrigation system.
7. Provide preliminary installed cost estimates for construction of the
irrigation system and pump station.
S. Meet to review the preliminary coverage/piping plans and cost estimates..
jConsider modifications for potential wear areas, high visibility areas,
special watering needs, re-routing of pipe or wiring, etc.
1 FINAL DESIGN AND COMPETITIVE BID
1. Complete final plans and bid specifications to include modifications by
Owner.
2. Produce list of original plans and bid documents to be copied by Owner for
distribution.
3. Develop final installed cost estimates for the irrigation system and pump
-i station.
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A.S. ALT UM & ASSOCIATES
AN IRRIGATION DESIGN&CONSULTING CORPORATION
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Plans to include:
a. Sprinkler head and pipe location with hydraulic design
(pipe sizing) for the golf course, including tees, greens,
fairways, practice tee, practice green, driving range and
parking lot landscaping, etc.
b. Electrical schematic and wiring plan for the control
c. Satellite and station identification number for watering
program entry.
d. Drawings of installation details.
e. Pump Station schematics.
4. Assist in soliciting competitive bids for the irrigation system from qualified
Golf Course Irrigation Contractors. Consultant to provide a list of
contracts they have worked with contractors on previously and any
relevant comments.
5. Assist with the analysis of the bids and selection of the irrigation contractor.
3 PHASE III - BIDDING AND SELECTION
The purpose of this phase is to assist a contractor selection for installation
purposes.
I1. Distribution of irrigation plans and
specifications
2. Assist in pre-bid meetings
3. Addenda
a. Preparation and distribution
4. Assist in evaluation of bid proposals and
selection of contract.
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PHASE IV - CONSTRUCTION
The intent of the Irrigation Consultant is to take the final design and to
construct it to actual site conditions.
1. Approve work completed and materials used. Sign off on all pay requests
and change orders submitted by contractors for which you perform design
work.
2. Perform initial and periodic observation of contractor supplied materials to
ensure they are per specification.
3. Field locate (stake) all main lines, field controllers and sprinkler heads.
4. Perform initial and weekly (at minimum) observation of contractor
installation practices to ensure they are per specification.
5. Complete all required correspondence p q p ndence and change orders required during
construction. Maintain a spreadsheet of any additions and/or deductions
per hole, based on unit and per foot bid pricing.
6. Meet with construction team and contractors weekly for progress
meetings.
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PHASE V - "AS BUILTS" AND WATER PROGRAMMING
1. Record drawings
a. Provide and prepare project Record Drawings from information
Record drawings and project manual to include:
- Irrigation System Specifics
3 - Specifications
- Installation Details
- Individual Controller Sheets (Color)
- Technical Manuals
- Mechanical, Electrical and Combined As-builts
- Program Disk
- Combined Overall As-built Drawing (Color)
2. Provide GPS record drawings
a. GPS 9-hole golf course irrigation system with assistance of course
irrigation technician to locate sprinklers, quick coupling valves and all
Jisolation valves.
b. GPS entire golf course features to include greens, tees, fairways, and
bunkers.
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c. GPS - AutoCadd transfer for final As Built per original contract.
d. Provide individual hole sprinkler yardage for
3. Programming
a. Provide in field system programming with verification of all
b. Provide instructions on programming during and after completion
of the installation.
c. Provide two different trips over the following year (as requested) to
educate and work with the superintendent on programming,
problems or changes.
d. Provide mapping with manufacturer software
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FEE SCHEDULE (PHASE I)
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PHASE I -
SITE STUDY $ 1,000.00
Projected one to two days on site.
II PHASE II - PRELIMINARY DESIGN. . . $ 3,000.00
Projected one visit of two days on
site for presentation and approval
after on site changes.
111 - FINAL DESIGN $ 3,500.00
Projected one to two days on site for final
approval with concepts of phasing work, cost
differences, with recommendations.
PHASE III - BIDDING AND SELECTION. $ 1,000.00
Projected one to two days on site for
review of construction proposals.
PHASE IV - CONSTRUCTION $ 7,500.00
I I Projected one-day pre-construction conference.
Projected 6 to 8 trips of one to 2 days
on site plus office work of preparing "As
staked".
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PHASE V - "AS GUILTS" $ 2,000.00
PROGRAMMING $ 2,500.00
Projected two trips one to two days each
for final testing, system programming and
to deliver record drawings.
Total . . . . $20,500.00
EXPENSES
Blue print, Cadd Plotting, postage, and telephone as incur .
Mileage - 35 cents per mile. Expenses not to exceed $1,500.
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Hourly Rate Schedule
Administrative $40.00
President $90.00
Senior Designer $75.00
Field Associate $75.00
Administrative $40.00
Cadd Draftsman $35.00
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PAYMENT SCHEDULE
Billing will be made monthly for work requested and completed on that
month and due the 1 0th of the following month.
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COMMITMENT
Our company will guarantee that the system will perform hydraulically to
the parameters of the design. After installation at the superintendent=s
request, we agree to give three different visits over the following year to
help with programming problems or changes. Only expenses will be
billed as incurred.
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Respectfully submitted: Accepted by: (Date and Title)
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Anthony S. Altura / &,,,,,e
Irrigation Consultant %
sow
{OF E4
0 41' Agenda Item No. r/
{ City of Elgin
ATEDEEl.
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February 5, 2001 G
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TO Mayor and Members of the City Council
A N(�i_ /ITUf<nl iiYi•,f,f UNlflt`.
i �f</ Ll -lilt-t Ni-.
FROM: Joyce A. Parker, City Manager
SUBJECT : Golf Course Phase I Irrigation Design Contract
PURPOSE
The purpose of this memorandum is to provide the Mayor and members
of the City Council with information to consider a contract with
A. S . Altum & Associates for Irrigation Design Services for Phase I
of the City of Elgin Golf Course at the Sports Complex.
BACKGROUND
As part of the Phase I development of the new golf course site at
the Sports Complex, an irrigation design must be created for the
course, driving range and putting green. A Request for Proposal
was mailed to five firms pre-qualified with a minimum of three
years experience in design of complete golf course irrigation
systems and completing a minimum of six golf course irrigation
systems within the past three years, including two installed on 27-
hole golf courses . Additionally, the RFP was posted on the City' s
web page through the Purchasing Department . Three firms responded.
A. S . Altum and Associates was selected as the most qualified firm
to design the course irrigation system. A. S . Altum & Associates
has designed more than 125 irrigation systems throughout the world
for well known golf course designers such as Keith Foster, Pete
Dye, Robert Trent Jones II, Arthur Hills and Bob Lohman. Some of
the locally designed irrigation systems by A. S . Altum & Associates
include Bonnie Dundee, Fox Bend, Ivanhoe and Poplar Creek. The
above courses were contacted with all references being positive .
A. S . Altum and Associates scope of services will include the
following:
• Site Study- To gather information on the golf course layout
from Phase I - Phase III to ensure efficiencies and
effectiveness of irrigation system links throughout the
project .
Golf Course Irrigation Design Contract Al)
February 5, 2001
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• Preliminary Design- To define coverage requirements, control,
water sources and the delivery infrastructure for the system.
Provide the water volume requirements for anticipated daily
use by the irrigation system. Provide preliminary cost
estimates for construction of the irrigation system and pump
station .
• Final Design- To complete final plans and bid specifications .
Develop final installed cost estimates for the irrigation
system and pump station.
• Competitive Bid- Assist in the analysis of bids and selection
of the irrigation contractor.
• Construction- To perform initial and weekly observation of
contractor, supplied materials and installation practices to
ensure specifications . Field locate all main lines, field
controllers and sprinkler heads . Meet with construction team
weekly for progress meetings .
• "As Builts" , Water Programming and GPS- To provide all " as
built" record drawings as well as GPS record. Provide system
programming and staff training for operating and maintaining
system. Al)
The total cost to contract A. S . Altum & Associates is a not to
exceed amount of $22, 050 which includes $20, 550 for base project
and reimbursables of $1, 500 .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None .
FINANCIAL IMPACT
1- Funding is budgeted and available in the 1995A Bond Fund to cover
this $22 , 050 contract . Account number 375-0000-795 . 30-99, project
number 509537, will be charged.
v0// LEGAL IMPACT
None .
Al,
•
Golf Course Irrigation Design Contract
February 5, 2001
Page 3
ALTERNATIVES
The alternative for this proposal would be not to enter into a
contract with A. S . Altum & Associates for the irrigation design for
Phase I of the Sports Complex Golf Course .
RECOMMENDATION
It is recommended that the Mayor and members of the City Council
approve the contract with A. S . Altum & Associates for design
services of the Phase I irrigation design at a not to exceed amount
of $22, 050 .
R ectfully submitt:
J. ce A/ Parker
City Manager
MM
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